Organize Your Work Space—And Cut The Hassle!

Q. I'm so buried in work that my office is a mess, and it's getting worse. How do I organize it? I know where most things are, but I sometimes have to dig to get them. —Arthur M.

A. Taking time to organize your workspace is key to keeping your job under control. And knowing where to dig isn't the answer, either. Worse, suppose you were out sick and your boss had to get something from your office? Could he or she locate it quickly—or, instead, decide that you're out of control?

If you're seen as someone who is disorganized or out of control, it's time to reorganize your workspace. You might have to go to the office on Saturday or Sunday to do this, so you won't take time out of your workday—and you won't be interrupted. Some ideas:

Start With Your Desk

• Empty and clean out your desk drawers. Throw out stuff you don't use. Then re-arrange what's left as you put it back into each drawer. Keep similar items like letterheads, envelopes, scissors, glue, and pens together, and within easy reach. Put a rubber band around loose pens and pencils. Use a holder or small dish for paper clips. Drawer dividers and labeled folders can help for larger files.

• Clear off the top of your desk. Toss out or file anything that doesn't require you to take action.

• Organize everything that's left into A-B-C piles or stacked trays: “A” for urgent and import projects; “B” for those important, but not urgent; “C” for projects not urgent, and not important. Then keep your desktop uncluttered, with plenty of space to work on current projects. You’ll discover than an uncluttered desktop eliminates unnecessary distractions and helps keep your mind focused on tasks that need immediate attention.

• On your daily To-Do list, add other areas of your business or personal life you'd like to organize: your car, closet, cellar, garage, workshop.

• Put current projects in manila files and use elevated racks to give you fast access to them. A drawer with hanging folders can also give you fast access to files. Arrange projects and support materials in a kind of “command center”—within easy reach, without your having to stand up to get them.

• Put awards, photos, mementos on the wall (make a shelf if you have to.)

• Place the phone within easy reach of the hand you don't write with, so you can hold the phone and write at the same time.

• Get rid of piles of stick-on notes and messages. Set up a notes file in your computer or e-mail addresses, and put them in there as soon as you get them.

• Arrange current jobs in priority order (finish before noon; before leaving; this week, etc.) and print out a single current projects list you can post at eye level. Check it several times a day.

• Make sure you have good lighting so you can work comfortably and not strain your eyes. Get yourself a desk lamp if it’ll help. And make sure you have a comfortable chair—you’ll sit in it several hours a day.

• Use only one work planner and calendar—either hard copy or electronic database. Record both professional, personal, and family priorities on the same page (you're juggling them simultaneously, anyway.) Two calendars take more work, and invite scheduling conflicts.

• When a piece of paper reaches your desk, try to handle it only once; take action immediately. It's important to minimize shuffling paper: moving reports or memos from your In-Box to your worktable, then to your desk, then to a shelf—maybe even back into your In-Box.

• If you can't "Do It" immediately, and have to "Delay It," then put a small "x" in the top corner. When you get tired of looking at the "x's," take action, and get rid of that piece of paper: Either "Dump It" or “Delegate It." Use your computer to create a delegation log that lists who has what, and when it's due and a "tickler" file with a follow-up date to track it.

• Add shelving to walls to make larger project files, references books and manuals you can get to quickly.

• Organize your desk files into broad categories (contractors, open bids, market plans, etc.), then, file alphabetically or chronologically within these categories.

• Re-organize your desk space several times a day to track priority projects and keep it uncluttered. Once you get in the habit of doing this regularly, it'll get easier to keep it that way.

Check out more good information at a great web site: www.getorganizednow.com